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Getting Started with QuickBooks Desktop

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Before we begin, let's go over a few important stipulations and requirements you'll need to consider.  Converting from QuickBooks Desktop to QuickBooks Online may mean significant changes to your workflow - we’re here to help you prepare!
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To begin the conversion process, sign up for QuickBooks Online. If you’re a long-time QuickBooks Desktop user, we recommend converting to  QuickBooks Online Plus   since it has many of the same features, such as  inventory tracking . Simple Start and Essentials  do not   have these capabilities ( learn more   about each version ).
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Before you can start using QuickBooks Online, there are a few data points you’ll need to check to ensure everything was successfully converted. This review includes comparing QuickBooks Desktop and Online financial reports and reviewing imported inventory and payroll data. We know you’re excited, but  finish these checks   before starting activities in QuickBooks Online .
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In this section, we’ll go over a few more key differences between QuickBooks Online and QuickBooks Desktop.  
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       The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online  is for   anyone converting from QuickBooks Desktop (Pro or Premier) to QuickBooks Online.  The full guide can be downloaded from the link above.   The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online Quick Conversion Reference - Converting from QuickBooks Desktop to QuickBooks Online We went over inventory conversion basics in Check your data before getting started in QuickBooks Online  -  only follow this guide if you’re importing inventory but will not be selling or tracking inventory in QuickBooks Online (i.e. you plan to manage your inventory with a third party app, using an accounting method other than FIFO).   You need to complete the steps outlined below as soon as possible following your conversion - the review process becomes increasingly difficult the longer you wait since buying and selling products impacts reported totals.         If you imported Inventory from Desktop To start, print an Inventory Valuation Summary Report from QuickBooks Desktop. You will compare inventory figures from this report against your Balance Sheet in QuickBooks Online.   In QuickBooks Desktop: Go to the   Reports Menu   and select   Inventory Find “Valuation   Summary“ and click “Run” Select   All   for the Dates     In QuickBooks Online: Go to the   Reports Tab   and select ”Balance Sheet“ Select   All   for the Dates             We’re ready to set up your Products & Services List in QuickBooks Online. Your existing inventory items will already be in your Products and Services list. Each item will have an associated Cost of Goods Sold and Inventory Asset sub-account entry. This is done to preserve the accuracy of your asset and Cost of Goods Sold accounts.     Editing inventory items:    1. Check each inventory item one-by-one. Select the Gear icon and go to Products & Services. Select a product from the list and click edit to adjust the price or quantity.    2. If a product is not set up as an “Inventory” item (i.e. it’s labelled “non-inventory” or “service”), select change type and then Inventory as the type.    3. In the Initial quantity on hand and Cost fields, enter the price and quantity as they’re recorded on your QuickBooks Desktop Inventory Valuation Summary.   4. Since this inventory data is current based on the “as of” date you entered during the conversion, rates and quantities may not be up-to-date. Update inventory items as needed so they match your Inventory Valuation Report.   Important   - I f you’re making any changes, update the as of date accordingly. Entering values other than what’s recorded on the Inventory Valuation Summary will create discrepancies and inaccurate totals.   5. When everything is updated, select save and close.   6. Head back to the Products and Services List. Select the sub-products named COGS and Inventory Asset under the product you’re editing. These are the placeholder items mentioned above. Select Delete and then Yes to remove both   Repeat this process for each inventory item. Note that once you’ve entered the quantity and “as of“ date for an item, you won’t be able to create new transactions using the item prior to the specified date.             A final note about converting Inventory   If the FIFO start date was entered correctly and the adjustments to your pre-conversion numbers look accurate, your inventory is ready to go.   In special cases where totals do not match even after taking FIFO readjustments into account, you’ll need to create a journal entry. This is done to offset the old Inventory Asset account entry brought over during the conversion.   When you converted your data into QuickBooks Online, there was an Inventory Asset account on the Balance Sheet. When you edit your inventory in QuickBooks Online using the process outlined on the previous page, a new account called “Inventory Asset-1” will be created and set as the default account.   In this case, create a journal entry using the old Inventory Asset account total and offset it using the “Opening Balance Equity” account:     Select the   Plus icon (+)   at the top of the screen, then   Journal Entry. On the first line, select the   old Inventory account, then enter its   balance   under “Credit.” On the second line, choose “Opening Balance Equity,” then enter an   equal amount   under “Debit.” Select   Save   and   close. Once this is complete,   delete the old Inventory Asset account   from the Chart of Accounts.    Journal entries can be challenging and should be used sparingly. If this step feels a bit too complicated, we recommend working with your accountant.       < QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online (Home)                      Getting Started with QuickBooks Online   >      
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    The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online  is for   anyone converting from QuickBooks Desktop (Pro or Premier) to QuickBooks Online.  The full guide can be downloaded from the link above.   The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online Quick Conversion Reference - Converting from QuickBooks Desktop to QuickBooks Online     If you imported Payroll data from Desktop Payroll data converts into QuickBooks Online in very specific ways in order to maintain accurate account totals.   For QuickBooks Desktop Windows users, paychecks and liability payments convert over as regular checks. Liability refunds, adjustment transactions, and opening balance transactions convert as journal entries.   Note that transactions and payroll account totals are converted, but the details behind them (such as payroll item breakdowns and employee year-to-date figures) do not convert.   For more on Payroll, see “Completing your Payroll Setup” in the appendix.         Completing your Payroll setup Before we run payroll in QuickBooks Online, let’s check your imported payroll data from QuickBooks Desktop. Even though we completed all outstanding payroll tasks and validated the numbers before the conversion, review the Payroll Details Report we printed out one more time.   If the numbers look good, head over to the Employees Tab in QuickBooks Online. Click “Get started” to begin the Payroll Setup workflow. This is where you enter tax agency information, tax IDs, and prior pay and payroll tax history. Continue through the prompted workflow to complete your payroll setup.     When supported, your payroll history will automatically convert over into QuickBooks Online. In this case, all you’ll have to do is verify the totals.   If your payroll history did not convert, you can enter year-to-date totals during the Payroll Setup Workflow (these numbers are on your Payroll Details Report from Desktop).         After completing the setup, review the data and, if needed, add any missing payments. Go to the Taxes tab in the Nav Bar and click Enter prior tax history to review the numbers. Again, use your printed Payroll Details Report.   Also, check each individual employee account to ensure employees who received a paycheck this year are switched to “Yes” in the Paid in [Year] column. Employees who have not been paid in the current year are automatically listed as “No.”     Keep in mind    After running payroll for the first time in QuickBooks Online, it will be very difficult to make any adjustments to prior payroll data. Make sure your historical payroll data is accurate prior to running your first payroll.     Once you’ve completed the Payroll Setup workflow and confirmed the numbers, you’re all set. The next time you’re ready to pay your employees, go back to the Employees Tab and click “Run Payroll.”          Regarding Payroll Pay History and Certain Pay Types The following are addressed during the Payroll Setup Workflow:   If you were using or want to use Direct Deposit for your employees, you’ll need to add your employer and employees’ individual bank account information in QuickBooks Online. This can be done from Payroll Settings or the Employee setup in the Workers Tab. If you were using E-services to pay/file your taxes electronically, you’ll need to re-enroll for this service in QuickBooks Online. To enable this feature, simply follow the steps in Payroll Settings (Gear icon > Payroll Settings) to enroll for Electronic Services. For more on pay types and how health insurance payments are calculated on your QuickBooks Online Payroll and QuickBooks Desktop Summary reports, review our complete Payroll Conversion Guide.   < QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online (Home)            Getting Started with QuickBooks Online   >     
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  The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online  is for   anyone converting from QuickBooks Desktop (Pro or Premier) to QuickBooks Online.  The full guide can be downloaded from the link above.   The QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online Quick Conversion Reference - Converting from QuickBooks Desktop to QuickBooks Online  Converting from QuickBooks Desktop Mac If you’re running a version of QuickBooks Desktop Mac older than 2016, download and install a free trial to update your file to the latest version. When you’re ready, follow the standard conversion process: update your Desktop software, back up your file, go to the file menu and select Export > To QuickBooks Online, then follow the workflow. The same conversion limitations apply to both Windows and Mac versions.   If you plan to import your inventory from QuickBooks Desktop Mac into QuickBooks Online, you’ll first have to convert your QuickBooks Desktop Mac file into a QuickBooks Desktop Windows file (learn more). For the  complete guide, check out “Import QuickBooks Desktop for Mac file into QuickBooks Online“ and “What to do after completing an import to QuickBooks Online from QuickBooks Desktop Mac/Windows.”     Converting from a discontinued version of QuickBooks Desktop Windows (2011 and older)   Even if you’re working with older files, you can usually download a free trial version of QuickBooks Desktop 2018 and update to the latest version without issue. If you tried this method using a pre-2011 version of QuickBooks Desktop and were not successful, reach out to us for support.       < QuickBooks Guide to Converting QuickBooks Desktop to QuickBooks Online (Home)                      Getting Started with QuickBooks Online   >      
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  You can convert any company file to a Mac version from a U.S. version of QuickBooks Pro, Premier, and Premier Accountant Edition for the same year as your version of QuickBooks for Mac or the two previous years. In other words, if you have QuickBooks for Mac 2019, you can convert your file from QuickBooks for Windows 2017, 2018, and 2019.   Before you start, be sure that you are familiar with what data is converted from QuickBooks for Windows to QuickBooks for Mac.   Data that is and is not converted from QuickBooks for Windows to QuickBooks for Mac   Although Intuit has used reasonable efforts to include all features affected, Intuit disclaims that all features are included in these lists. Be sure to compare the newly-converted data with the original data to learn what data was not converted.     Data that is converted from Windows to Mac Account list (chart of accounts) Customer list Vendor list (notes will not be converted) Item list Payment terms list Shipping via list Customer type list Vendor type list Employee list (notes will not be converted) To do list (alerts will not be converted) Other names list (without notes) Job types list Payment method list Customer message list Classes Reminders (alerts will not be converted) Links between pay items and other items Custom field definitions Transactions and their links: Invoices Bills Deposits Payments Transfers Memorized transactions Multiple estimates per job All list reports History of QuickBooks versions used with the data file Transaction statistics 1099 categories Notes Audit trail Preferences Company name and address Which features are enabled Time and activity records Budgets Reconcile Address book data Income and expense tracking by class (available in QuickBooks for Mac using Profit & Loss by Class reports) Job costing data (available in QuickBooks for Mac using Job Profitability reports) Vehicle list       Data that is not converted from Windows to Mac   Important:  QuickBooks for Mac does not support multiple currencies. Since accounts and balances are affected by the multiple and home currency settings, these settings cannot be changed in QuickBooks for Windows once they have been set. If you have used multiple currencies in your Windows company file,  you will not be able to convert your data for use in QuickBooks for Mac .   Some features and data will NOT be converted from Windows to Mac, including (but not necessarily limited to) the following: Any data if you have used multiple currencies in QuickBooks for Windows. Intuit integrated payroll and payroll list items (QuickBooks for Mac uses Intuit Online Payroll) Online banking transactions that have not been accepted into a register (transactions that have been accepted will appear as payments, deposits, and transfers with associated links) Online banking aliases Customized settings for forms like invoices, estimates, statements, and purchase orders (forms can be customized in QuickBooks for Mac) Multiuser data, such as usernames User passwords (QuickBooks for Mac supports administrator password) Memorized reports Business planning, expert analysis, and business optimization tools Customized price levels Integration with third-party applications, including Microsoft Word, Outlook, and ACT!™ Merchant account services (you’ll need to set this up again in QuickBooks for Mac) Sales order and back order tracking (available in Premier versions of QuickBooks for Windows) Assembly items (available only in Premier versions of QuickBooks for Windows) will be converted into non-inventory part items Budgets created without an associated account Transaction type “EFP payroll” (will convert into a payroll liability check) Workers comp list Fixed asset item list Multiple “ship to” addresses, Preferred Send method, and payment information for Customer:Jobs User-added columns to lists     Unsupported reports   The following preset reports are currently not supported by QuickBooks for Mac 2019. You can, however, create many of these reports using the customization, filtering, and memorization features in QuickBooks for Mac. Profit & Loss Unclassified Open Purchase Orders by Job Sales Tax Revenue Summary Pending Builds Income Tax Preparation Profit & Loss Budget Performance Fixed Asset Listing Voided/Deleted Transactions (available in Premier versions of QuickBooks for Windows®) Voided/Deleted Transactions History (available in Premier versions of QuickBooks for Windows®) Closing Date Exception (available only in Premier versions of QuickBooks for Windows®) Open Sales Orders by Customers (available in Premier versions of QuickBooks for Windows®) Open Sales Orders by Item (available in Premier versions of QuickBooks for Windows®) Adjusted Trial Balance (available in Premier versions of QuickBooks for Windows®) Adjusting Journal Entries (available in Premier versions of QuickBooks for Windows®) Forecast Overview (available in Premier versions of QuickBooks for Windows®) Forecast vs. Actual (available in Premier versions of QuickBooks for Windows®) All payroll and workers comp reports Unsupported report filters   The following report filters are currently not supported by QuickBooks for Mac. The balances of memorized reports that were created using these filters will not match balances in the original data file. Name Email Paid Thru Sales Tax Code Template Online Status Printed Status Voided Workers Comp Code Is Adjustment
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